Frequently Asked Questions

Frequently Asked Questions

Find answers to common questions about the Integrated Renewal Program, the plans, and what it means for you.

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What is the Integrated Renewal Program?

The Integrated Renewal Program is a business process transformation and system implementation program that will leverage the industry-leading enterprise solution Workday to replace our current core administrative systems with a new integrated, user friendly, mobile-enabled platform. This change will support UBC’s learning, research and working environment.

How will our current business processes change when we implement Workday?

We will be leveraging Workday’s processes to meet UBC’s needs. The program team is working with subject matter experts from across the university to do this work, and we will work with faculties and units across campus to support the transition.

Who will be affected by the implementation of Workday?

As an integrated platform that will facilitate most Human Resources, Finance and Student Administration processes, Workday will most significantly affect staff who work in HR, Finance, Student Administration and IT, who will use Workday for much of their daily work.
Workday will be used to a lesser degree by UBC’s entire employee and student body when interacting with HR, Finance and Student Admin functions, such as when updating personal information, viewing payslips or submitting expenses.
To the typical UBC community end user, Workday will be the new system to access administrative HR and Finance tasks (i.e. updating personal information, viewing payslip, submitting expenses, etc.). The change will not significantly impact day-to-day roles and work product.
HR, Finance and IT teams will have more interaction with the system. These groups have already been engaged to start preparing to administer the system, including HR and Finance monthly call-ins to experience Workday functionality.

How will Workday impact my faculty / unit / department?

You can find out more specific information on how Workday will impact your faculty, unit or department by contacting your Transition Network representatives. The Transition Network are a special network of change ‘champions’ who are working at the faculty, unit and department level to help prepare for the changes ahead.

When will Workday be implemented?

UBC Faculty and staff can expect to begin using Workday HR and Finance in April 2020.
The April go-live date was chosen to align with UBC’s fiscal year, avoiding the need to to utilize and maintain duplicate systems for an entire annual cycle, which would be costly and inefficient.

How will (xyz) current process change in Workday?

Detailed processes are currently being refined and will continue to evolve and improve through the testing phase. Once finalized, you will learn detailed processes through training, which will take place from February 2020 prior to go-live in April.
In the meantime, you can see some examples of Workday functionality at IRP demonstration events, which are advertised in the IRP newsletter. Recordings of past demonstrations can be viewed on the IRP website.

When will I receive Workday training?

Training on new systems and processes will be provided from February 2020, prior to go-live in April.
Highly impacted teams, including HR, Finance and IT, will receive detailed training delivered in person wherever possible.
Most other users and managers will receive online support in the form of video walkthroughs, quick reference guides and step-by-step instructions for all of the tasks they need to complete in Workday. For more information or any training related questions, please contact irp.training@ubc.ca.

How can I get involved?

There are several ways you can get involved and prepare for the coming of Workday in April 2020:
• Look out for activities and events hosted by the IRP program and the Transition Network, a special network of change ‘champions’ who are working at the faculty, unit and department level to help prepare for the changes ahead.
• To get started getting familiar with Workday, attend demonstrations, and watch recordings of previous demonstrations on the IRP website.
• Stay up to date with newsletters and the IRP website.
• When training is available in the new year, complete what is relevant to you to equip yourself ready for April go-live.
• Connect with your Transition Network representatives to learn about what’s changing in your faculty, unit or department.

What are Supervisory Organizations in Workday?

Supervisory Organizations are the foundation of Workday’s Human Capital Management function. A Supervisory Organization is a logical grouping of employees who report to the same manager, and each manager is associated with a Supervisory Organization that contains the workers and the positions they manage.

What can I see and do in Workday?

Workday Security Roles will govern what individuals can see and do in Workday, as well as what they can initiate and/or approve within their Supervisory Organizations or the Supervisory Organizations they support. Roles which will apply to the majority of the UBC worker population include Employee as Self. Examples of what Employee as Self can see and do in Workday include: updating their personal information, viewing their payslips and tax forms, viewing the basic information of other staff through the directory, and more.